Expression of Interest (Eoi) - Supporting in the Organization and Management Event for Noza Imitekere and Gender Responsive E-cooking Awareness Raising Campaign, Roadshows and Radio Advertisement

Expression of Interest (EoI):

Supporting in the organization and management event for Noza Imitekere and gender responsive e-cooking awareness raising campaign, roadshows and radio advertisement

Reference Number:83485704

0. Context

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digitalization and Digital Economy, Mineral Governance, Peace and Security in the Great Lakes Region.

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations, amongst them Rwanda. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digitalization and Digital Economy, Mineral Governance, Peace, and Security in the Great Lakes Region.

EnDev is a multi-donor partnership and energy access programme currently financed by four donor countries: the Netherlands, Germany, Norway, Switzerland. The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH acts as the lead implementing agency of the programme and cooperates closely with the Netherlands Enterprise Agency (RVO) at the global level as well as other implementation partners at the country level.

Since 2009, EnDev is supporting the Government of Rwanda to provide modern energy access to households, social institutions and micro-, small-, and medium-sized companies. GIZ has received funding from the European Union and BMZ, and RVO to respectively implement the Reducing Climate Impact of Cooking/ (ReCIC) and the Sustainable eCooking Access to Leverage Electricity Uptake in Rwanda/ (SCALE.up) projects. These projects aim to reduce non-efficient use and over-reliance on biomass, and the effects they have on health, environment, and the economy.

The ReCIC project is implemented by GIZ and Netherlands Development Organization (SNV). It supports a wide range of improved cookstove (ICS) technologies with the objectives of promoting the sustainable production and dissemination of improved cookstoves and improved fuels in Rwanda, by developing a viable and sustainable market that promote local production.

The SCALE.up project is facilitated by GIZ EnDev through a Results-Based Reimbursement (RBR) mechanism to eCooking selling companies. It promotes access to electric cooking (eCooking) solutions to boost the uptake of eCooking appliances in Rwanda while decreasing households’ dependence on biomass for cooking.

The goals of the ReCIC project and SCALE.up project align with the Government of Rwanda’s priority areas’ of increasing the adoption of clean cooking and efficient use of biomass and clean cooking technologies.

In order to raise consumers’ awareness and support the dissemination of the promoted clean cooking solutions and technologies, there will be ReCIC NOZA IMITEKERE and GENDER RESPONSIVE eCOOKING campaigns as key parallel interventions to other incentives of the projects.

Objective of the assignment

The objective of the assignment is to support the preparation, organisation, and execution of the NOZA IMITEKERE and gender responsive e-cooking awareness campaign.

These awareness events aim the followings:

Educating the participants about the negative impacts of using a traditional three-stove fire and charcoal on health, socio-economic development, and environment.
Highlighting the benefits of clean cooking technologies, including fuel savings, cost saving, time saving and their contribution to socio-economic development and improved living conditions.
Teaching and promoting different clean fuel solutions and fuel saving techniques (e.g., soaking dry food, cutting food, switching to improved cooking fuel: pellets and briquettes etc.) through cooking demonstrations and roadshows events.
promoting the supported eCooking solutions “Electric Pressure Cooker and Induction Cookstoves” and stimulate households’ behaviors change away from charcoal use and from the perception that eCooking is expensive.

Against this background, GIZ seeks an event management contractor to deliver comprehensive logistical and administrative support, materials, equipment, and labor for the events.

1.Tasks to be performed by the contractor

The awareness campaign consists of:

On-ground Community Mobilization events including cooking demonstrations in 4 districts: Kayonza, Musanze, Gisagara, and Nyamasheke. The event will take 5 days in each district, hence 20 events in total,
12 roadshows in secondary cities of Rwanda which are Rubavu, Musanze, Kamonyi, Muhanga, Ruhango, Bugesera, Rwamagana Kayonza and one in the city of Kigali
Media campaign.

The contractor is responsible for providing the following services:

Maintain regular communication and coordination with local authorities in the assigned districts.
Advise on and supervise key aspects of campaign execution, including event timing, location selection, and local logistics to ensure smooth delivery.
Adhere strictly to the approved event calendar and schedule.
Remain flexible and responsive to unforeseen circumstances to maintain the continuity and effectiveness of awareness-raising sessions.
Manage and oversee the setup of venues, ensuring all necessary materials and equipment are in place and that venues are accessible to individuals with disabilities.
Prepare and set up event sites daily, provide on-site guidance, and ensure a gender-balanced approach in the assignment of duties and responsibilities.
Procure and supply all required equipment and consumables and assume responsibility for related operational and administrative costs.
Organize and implement 12 roadshows and cooking demonstrations across selected secondary cities (Muhanga, Musanze, Kamonyi, Ruhango, Rubavu, Rwamagana, Bugesera, and Kayonza), including one in the City of Kigali.
Engage with venue management authorities especially (Bugesera, Kamonyi, Ruhango and Rwamagana Districts) to secure necessary permissions and ensure readiness of venues ahead of event days.
Prepare all administrative, logistical, and content-related elements required for the successful implementation of the eCooking awareness campaign, including live cooking demonstrations.
Facilitate the participation of target groups and assess the impact of the events against their intended objectives.
Provision of a summary report (max. 8 pages, excl. annexes) of the awareness raising campaign events, incl. gender-disaggregated data of participation, assessment of lessons learnt and best practices towards eCooking behavioural change and gender-responsive awareness raising practices in urban and peri-urban areas.

Media Campaign Implementation

Plan and coordinate a multi-platform media campaign and share the broadcasting schedule with the project team.
Ensure the airing of at least 155 radio advertisements (varying durations) on stations with a minimum of 60% national coverage.
Organize at least 10 live radio talk shows across a minimum of 4 media houses, each with at least 60% national reach.
Align the broadcast schedule with the timing of the community events and roadshows to maximize outreach and impact.
Recommend appropriate radio stations for campaign messaging based on reach and audience relevance.

Certain milestones, as laid out in the table below, are to be achieved during the contract term. The dates indicated present indicative planning and may however change due to unexpected factors, i.e., at the request of the district officials or urgent activities, weather conditions, or any other reasons etc. the confirmed dates and the venue will be communicated to the contractor.

Part A: organize and manage on-ground community Mobilization in the 4 districts (20 events).
Milestones/Partial Works		Deadline/Place	Criteria for acceptance
Preparation, organization and execution of 5 events of NOZA IMITEKERE campaign in in Musanze district		Indicative planning: 09^th June – 14^th June 2025 Potential sectors: Busogo, Muko, Cyuve, Gashaki, Remera.	Submission and approval of the service delivery on ground of the event venue (site).
Preparation, organization and execution of 5 events of NOZA IMITEKERE campaign in Gisagara district		Indicative planning: 26th May to 31th May 2025 Potential sectors: Kigembe, Mukindo, Nyanza, Mugomba, Gikonko.	Submission and approval of the service delivery on ground of the event venue (site).
Preparation, organization and execution of 5 events of NOZA IMITEKERE campaign in Kayonza District		Indicative planning: 19th May to 24th May 2025 Potential sectors: Murundi, Murama, Kabare, Ruramira, Gahini.	Submission and approval of the service delivery on ground of the event venue (site).
Preparation, organization and execution of 5 events of NOZA IMITEKERE campaign in Nyamasheke District		Indicative planning: 16th June to 21st June 2025 Potential sectors: Bushenge, Ruharambuga, Mahembe, Gihombo, Karambi.	Submission and approval of the service delivery on ground of the event venue (site).
For each event, the contractor must provide the following equipment and suppliers: Sound System & Accessories  2 tents in good condition, with the capacity to accommodate 100 people each. 250 chairs Plastic chairs  6 cartons 500ml drinking juices (passion, apple, and mango juice, 500ml per bottle). 20 cartons (24bottles) of 500ml mineral water 2 Aluminum cooking pots (capacity of 6 to 8 littles per pot). 20 Stainless steel table forks 3 sets of porcelain plates (12 plates per set). Provision of food items to serve 15 people per event (rice, vegetables, oil, salt, fresh vegetables) and cooking fuel (i.e: firewood, charcoal, pellets). The food to be prepared will change depending on the event and the food preferences in rural and peri-urban areas across various districts. Part B: organize and manage the Roadshows Event in secondary Cities and Kigali City (12 Roadshows in different venues).
Milestones/Partial Works	Deadline/Place			Criteria for acceptance
Organize one Roadshow in Musanze	Indicative planning: 09^th June – 14^th June 2025 Two roadshows Potential site: Musanze Public Market			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Kigali	Indicative planning: 09^th June – 14^th June 2025. Potential sites: Gahanga, Kimisagara, Kimironko, and Norvege Modern Village.			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Rubavu	Indicative planning: 20^th May 2025 to 30^th July 2025 One roadshow Potential site: Rubavu Public Market			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Nyagatare	Indicative planning: 20^th May 2025 to 30^th July 2025 One roadshow Potential site: Nyagatare city.			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Rwamagana	Indicative planning: 20^th May 2025 to 30^th July 2025 One Roadshow Potential site: Rwamagana town (Public market or Car park)			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Bugesera	Indicative planning: 20^th May 2025 to 30^th July 2025 One Roadshow Potential site: Nyamata Town			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Kayonza	Indicative planning: 20^th May 2025 to 30^th July 2025 One Roadshow Potential site: Kayonza Town (Car park or Public Market)			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Ruhango	Indicative planning: 1st May 2025 to 30thJuly 2025 One Roadshow Potential site: Ruhango Town			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Kamonyi	Indicative planning: 20^th May 2025 to 30^th July 2025 One Roadshow Potential site: Nearby Ruyenzi-Bishenyi			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow Huye	Indicative planning: 20^th May 2025 to 30^th July 2025 One Roadshow Potential site: Huye city.			Submission and approval of the service delivery on ground of the event venue (site).
Organize one Roadshow in Muhanga	Indicative planning: 20^th May 2025 to 30^th July 2025 One roadshow Potential site: Muhanga Public Market.			Submission and approval of the service delivery on ground of the event venue (site).
For each roadshow event, the contractor will avail the following Service to conduct roadshows event: Renting the Big truck suitable for roadshows and with a stage for entertaining the audience and promoting clean cooking solutions. Full sound system and generator in case of electricity or power-cut during the roadshow event. Avail the public figure influencer during the roadshows event. Informational video screening on LED Screen with the size of (5*1.5). Team of MC, DJ and Technician, who will manage technical. Live cooking demonstration and exhibition of ICS and E-cooking appliances. Keep track of attendance metrics. The Small Van or Pick-up Car with Megaphone to conduct the Neighbourhood mobilization using mega-phone car passing in the neighborhoods accompany with high profile Social and events management influence in Rwanda. Roadshows activation and cooking promotion with high profile Social and events management influencer in Rwanda.
Part C: Media campaign.
Milestones/Partial Works	Deadline/Place			Criteria for acceptance
organize and coordinate ReCIC NOZA IMITEKERE Media campaign.	Airing at least 155 Radio adverts of 30 seconds for each advert. Airing at least 10 live Radio Talk shows which will cover a minimum of 30minutes for each live talks show. Place: to a radio station has 60% of nationwide coverage of Rwanda.			Service delivered and approval of the service on per media station.

Period of assignment: from 15th May 2025 until 30th July 2025.

2. Concept

In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.

Note: The numbers in parentheses correspond to the lines of the technical assessment grid.

Technical-methodological concept

Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).

The tenderer is required to present the actors relevant to the services for which it is responsible and describe the cooperation (1.2.1) with them.

The tenderer is required to present and explain its approach to steering the measures with the project partners (1.3.1) and its contribution to the results-based monitoring system (1.3.2).

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2).

Project management of the contractor (1.6),

The tenderer is required to explain its approach for coordination with the GIZ project (1.6.1). In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail with regard to the event management and organization in collaboration with different stakeholders. The tenderer is required to draw up a personnel assignment plan/Tasks and responsibilities with explanatory notes that lists all the experts proposed in the tender (1.6.2); the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

Costing Requirements

The following basic calculations for the contract for works are a reference value based on the acceptance criteria for each partial work/milestone specified in Chapter 2 (Tasks to be performed by the contractor).

Since the contract to be concluded is a contract for works, we would ask you to offer your services at a lump sum price.

Activities	Number of events (per districts)	Numbers of Districts	Total number of events	Comments
On-ground awareness raising sessions and airing Radio campaign	5	4 districts	20 events	as it’s highlighted different in the TOR.
Roadshows campaign and activation with social media Influencer/popular or public figure entertainer.	1	12 districts	12 events	as it’s highlighted different in the TOR.
ReCIC Media campaign	10	1	10 Radio talk shows	In different media house areas of on ground campaign.
ReCIC Media campaign	155	1	155 Radio adverts	In different media house areas of on ground campaign.

4. Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

Stakeholder Communication: GIZ will manage communication with key stakeholders, including district officials, the City of Kigali, private sector actors, and other partners, in all areas where cooperation agreements exist. In districts without such agreements, the contractor will initiate and facilitate communication as needed.
Campaign Coordination: GIZ will oversee and coordinate all preparatory communication efforts leading up to the campaign activities.
On-site Implementation Support: GIZ will supervise and support campaign activities at each designated event location. This includes demonstrating clean cooking technologies, engaging directly with the community, and ensuring the overall success of the awareness events.
Promotional Materials: GIZ will supply all necessary promotional materials to be used during community events and roadshows.
Event Information and Updates: GIZ will provide detailed information regarding each event and will notify the contractor of any schedule changes in a timely manner.
Media Participation: GIZ project staff will actively participate in all radio talk shows, using the platform to raise public awareness on the environmental and health benefits of transitioning to improved cooking methods and clean fuels.
eCooking Vendor Engagement: GIZ will invite participating eCooking appliance companies to take part in the campaign. These companies are expected to engage with the public, present their products, and explain the advantages of adopting electric cooking solutions.

5. Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToR. In particular, the detailed structure of the concept should be organized in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English (language).

The complete tender must not exceed 10 pages. If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g. links to websites) will also not be considered.

As the contract to be concluded is a contract for works, please offer a fixed lump sum price that covers all relevant costs (fees, travel expenses etc.). The price bid will be evaluated on the basis of the specified lump sum price.

6. Submission of the offer

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until latest 08.05.2025:

The technical offer has to be submitted in PDF format and as attachment to the email with the subject: 83485704-Technical offer. Technical Proposal must include the following documents:

Technical Proposal (technical proposal template must be used)
Administrative documents: Company registration certificate (RDB), VAT registration certificate, Tax clearance certificate
Completed form of “Self-declaration of eligibility for the award”

The financial offer has to be submitted in PDF format and as attachment to the email with the subject: 83485704-Financial offer. The costs must be in RWF and VAT excluded (Price sheet must be used).

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/, as indicated. The subject of recipient notification must be edited with the subject “83485704-Technical/Financial offer“ and the notification message must includethe password to access the files.

Offers submitted through any other sharing platform, as google documents or similar will not be considered.

Without the subject mentioned, your offer may not be considered

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.

7. Annexes